How to add custom fields to Xero invoices

Can you add custom fields to an invoice in Xero?

Not natively. There is no setting in Xero that adds a new labelled field, like “PO number”, “Job site” or “Delivery window”, to the invoice form or to the printed invoice. The same goes for contacts: you can't add your own fields to a customer record and have them show up when you bill that customer.

That matters most for businesses whose customers need a specific detail on the invoice before they pay it: a purchase order number for the customer's accounts team, the site address for a contractor, an order reference for a wholesaler. If the detail isn't on the invoice, the invoice gets queried, and payment slows down.

What Xero offers today

These are the places on a Xero invoice where extra information can go:

• Reference. One free-text field per invoice. It is the closest thing Xero has to a custom field, but there is only one of it.
• Line item description. Each line has a description, and anything you type there prints on the invoice.
• Contact Notes. Xero contacts have a Notes field, but it is internal. It is not shown on invoices, so it can't carry customer-facing details.

The request itself is one of the oldest on Xero Product Ideas. The thread “Custom fields on invoices and contacts” was opened in 2012, has 705 votes, and is marked “Not in pipeline”. In its last response, on 21 November 2025, Xero said the feature is “not on our current development roadmap”.

Workarounds people use

Xero users have found ways around the gap. Each one works up to a point:

• Packing several details into the Reference field, for example “PO 4471 / Site 12 Harbour Rd”. It prints, but one field holding several values has no labels, is easy to get wrong, and can't be made required.
• Putting extra information in the line description. It also prints, but it mixes customer details into what you are billing for, and it has to be retyped on every invoice.
• Keeping a spreadsheet alongside Xero with each customer's PO numbers or site details, then copying them across by hand. It works until someone forgets to check it.
• Buying a full inventory suite that adds custom fields among many other features, typically at $69 to $359 a month. That is a lot of software to buy for a few fields.

How Pricefield adds custom fields to Xero invoices

Pricefield is a Xero add-on that stores the fields Xero can't, and shows them on a branded invoice page and PDF that your customer opens. Xero stays your system of record: Pricefield writes the invoice to Xero through Xero's API, and the fields live alongside it.

There are two kinds of field:

• Contact fields are filled in once per customer, for example an account manager or standing delivery instructions. They appear on every invoice for that customer.
• Invoice fields are filled in per invoice, for example a PO number, job site or delivery window.

Each field can be text, a number, a date, a list of choices, or long text. You choose whether each field is shown on the invoice or kept internal, and you can make an invoice field required, so the invoice can't be created without it.

Setting it up

1. Connect Xero. Sign in to Pricefield and connect your Xero organisation. Contacts, items, accounts and tax rates are synced.
2. Create your fields. Add contact fields (filled in once per customer) and invoice fields (filled in per invoice). Choose text, number, date, a list of choices or long text, and whether each field is shown on the invoice.
3. Fill in customer details once. Open a customer and enter their contact field values, such as an account manager or standing delivery instructions.
4. Create the invoice. Create the invoice in Pricefield, fill in the invoice fields and an optional note to the customer, and save it as a draft or approve it. It is written to Xero through Xero's API.
5. Share the branded invoice. Send the customer the private invoice link or its PDF. It shows your logo, the custom fields marked as shown on the invoice, and your note.

Already raised the invoice in Xero? You can attach fields and a note to an existing Xero invoice by pasting its number or ID. The invoice in Xero is not changed.

What your customer sees

Your customer opens a private link, with no account needed, and sees your logo and brand colour, the invoice number and dates, the custom fields you marked as shown on the invoice, the line items and totals, and any note you wrote to them. The same content downloads as a PDF. Xero's own invoice and PDF are unchanged.

If you also need each customer billed at their own prices, Pricefield does that too: see different prices for different customers in Xero.